Expense Processing User GuideOracle FLEXCUBE Universal BankingRelease 14.4.0.0.0

Part No. F20443-01

May 2020

Expense Processing User GuideOracle Financial Services Software LimitedOracle Park

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Contents

1. Preface ...................................................................................................... 1-11.1 Introduction.............................................................................................................. 1-11.2 Audience.................................................................................................................. 1-11.3 Documentation Accessibility.................................................................................... 1-11.4 Organization ............................................................................................................ 1-11.5 Related Documents ................................................................................................. 1-21.6 Glossary of Icons..................................................................................................... 1-2

2. Expense Processing – An Overview ...................................................... 2-12.1 Introduction.............................................................................................................. 2-12.2 Maintenances to Process Expenses ....................................................................... 2-12.3 Product Creation for Processing Expenses............................................................. 2-12.4 Processing an Expense Contract ............................................................................ 2-22.5 Defining Advices for a Contract ............................................................................... 2-22.6 Recording the Value of the Items on a Contract...................................................... 2-22.7 Making Payments .................................................................................................... 2-2

3. Maintaining Documents and Vendors ................................................... 3-13.1 Document Code Maintenance ................................................................................. 3-1

3.1.1 Maintaining Documents and Clauses ......................................................... 3-13.1.2 Specifying the Clauses that should be part of the Document..................... 3-3

3.2 Vendor Maintenance ............................................................................................... 3-33.3 Budget Code Maintenance ...................................................................................... 3-53.4 Budget Details Maintenance.................................................................................... 3-6

4. Defining Attributes Specific to an XP Product ...................................... 4-14.1 Expense Processing Product Definition .................................................................. 4-1

4.1.1 Maintaining Expense Processing Product Details ...................................... 4-14.1.2 Preferences Button..................................................................................... 4-34.1.3 Customer Button......................................................................................... 4-84.1.4 Documents Button ...................................................................................... 4-8

5. Processing an Expense Contract ........................................................... 5-15.1 Expense Processing Contract ................................................................................. 5-1

5.1.1 Invoking the Contract Screen ..................................................................... 5-15.1.2 Contracts Tab ............................................................................................. 5-25.1.3 Documents Tab .......................................................................................... 5-55.1.4 Advices Tab................................................................................................ 5-65.1.5 Asset Details Button ................................................................................... 5-75.1.6 Events Button ............................................................................................. 5-95.1.7 Refund Button........................................................................................... 5-11

5.2 Payments for an Expense Contract....................................................................... 5-115.2.1 Maintaining Expense Processing Payment Details .................................. 5-125.2.2 Settlement Button ..................................................................................... 5-135.2.3 Deleting Payments ................................................................................... 5-145.2.4 Authorizing Payments............................................................................... 5-145.2.5 Unlocking a Contract ................................................................................ 5-155.2.6 Processing a Refund or Reversing of an Expense Contract .................... 5-15

6. Reports ..................................................................................................... 6-16.1 Expense Processing Report .................................................................................... 6-1

6.1.1 Generating Expense Processing Report .................................................... 6-16.1.2 Contents of the Report ............................................................................... 6-2

7. Annexure A - Accounting Entries and Advices .................................... 7-17.1 Accounting Entries for XP........................................................................................ 7-1

7.1.1 XP Events................................................................................................... 7-17.1.2 Amount Tags .............................................................................................. 7-17.1.3 Accounting Roles........................................................................................ 7-27.1.4 Event-wise Accounting Entries ................................................................... 7-27.1.5 Advices ....................................................................................................... 7-4

8. Function ID Glossary ............................................................................... 8-1

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1. Preface1.1 Introduction

This manual is designed to help acquaint you with the Expense Processing Module of Oracle FLEXCUBE. It provides an overview of the module and guides you, through the various steps involved in processing expenses.

You can further obtain information about to a particular field by placing the cursor on the relevant field and striking the <F1> key on the keyboard.

1.2 AudienceThis manual is intended for the following User/User Roles:

1.3 Documentation AccessibilityFor information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website at http://www.oracle.com/pls/topic/lookup?ctx=acc&id=docacc.

1.4 OrganizationThis manual is organized into the following chapters:

Role Function

Back office data entry clerk Input functions for contracts.

Back office managers/officers Authorization functions.

Product Managers Product definition and authorization.

End of Day operators Processing during End of Day/ Beginning of Day.

Financial Controller / Product Managers

Generation of reports.

Chapter Description

Chapter 1 About this Manual gives information on the intended audience. It also lists the various chapters covered in this User Manual

Chapter 2 Expense Processing – An Overview gives a brief introduction to the module and its features.

Chapter 3 Maintaining Documents and Vendors explains the maintenance you need to do before you begin operations on this module.

Chapter 4 Defining Attributes Specific to an XP Product talks about defining the attrib-utes specific to setting up an XP product.

Chapter 5 Processing an Expense Contract deals with the procedure involved in entering the details of an XP transaction.

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1.5 Related DocumentsYou may need to refer to any or all of the User Manuals while working on the XP module:

Procedures Settlements Interest Charges and Fees Tax User Defined Fields

1.6 Glossary of IconsThis User Manual may refer to all or some of the following icons.

Chapter 6 Reports provides a list of reports that can be generated in this module and also explains their contents.

Chapter 7Appendix A - Accounting Entries and Advices for the Expense Processing module contains a list of suggested accounting entries and advices for the module.

Chapter 8 Function ID Glossary has alphabetical listing of Function/Screen ID's used in the module with page references for quick navigation.

Icons Function

Exit

Add row

Delete row

Option List

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2. Expense Processing – An Overview2.1 Introduction

Banks incur many expenses while performing their day to day functions. The expense processing (XP) module of Oracle FLEXCUBE deals with vendor payment for any type of expenses that the bank incurs. Some salient features of the module are:

The XP Module processes and monitors expenses – advance payments, reimburse-ment claims, account payables.

It also maintains details of purchase orders related to the expenses incurred by the or-ganisation.

It allows payments to be done against advances, captures retention money collected and paid, etc.

It is primarily a back-office system. It comprises a comprehensive contract processing and management reporting system.

This chapter contains the following sections:

Section 2.2, "Maintenances to Process Expenses" Section 2.3, "Product Creation for Processing Expenses" Section 2.4, "Processing an Expense Contract" Section 2.5, "Defining Advices for a Contract" Section 2.6, "Recording the Value of the Items on a Contract" Section 2.7, "Making Payments"

2.2 Maintenances to Process ExpensesThe following maintenances need to be done for processing expenses in Oracle FLEXCUBE

List of Documents and Details for following categories:– Transport– Invoice– Insurance– Others

Vendor Maintenance Budget Code Maintenance

2.3 Product Creation for Processing ExpensesYou can create an XP product in the XP Product Definition screen with basic information XP specific preferences as under:

Indicating Preference for specifying Contract Level Expense GL’s Budget tracking details for the booking/payment amount Specifying vendor restriction Specifying document details

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2.4 Processing an Expense ContractYou can capture the details of an expense contract in the XP Contract Details screen.

The Contract Details screen is divided into three sub-screens, each invoked by clicking a tab. The sub-screens are:

The Contract Main screen The Contract Document screen The Contract Advice screen

In the Contract Main screen, you can capture the basic details of the contract you are entering. System will perform Validations for Budget tracking. You can specify document details in Document Screen. A screen is available to record individual item details under a single asset code in cases where many similar assets are grouped under one category.

2.5 Defining Advices for a ContractThe advices that can be generated for the different events in the lifecycle of a contract are defined for the product to which the contract is linked. For example, you may have specified the following advices for an XP product:

Booking Advice Payment Advice Amendment Advice

These advices will default to contracts associated with the product. If any of the advices is not applicable to the contract you are processing, you can suppress its generation by ticking the suppress field.

2.6 Recording the Value of the Items on a ContractA contract can have several items towards which you would incur an expense. You can record the value of each item on a contract in the Expense Processing Items screen.

2.7 Making PaymentsThe following operations can be performed on a payment, through the Expense Processing Payments screen:

Making a payment Deleting a payment Reversing a payment

In Oracle FLEXCUBE, you can process refunds for a fully liquidated expense contract.

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3. Maintaining Documents and VendorsBefore you begin operations in the Expense Processing (XP) module of Oracle FLEXCUBE, you must maintain certain basic information. For example, you must maintain:

A list of documents and details A list of valid vendors

This data is maintained first because it is required to create XP products, process XP Contracts, and so on. In other words, this information is the foundation on which you build a superstructure called products to which, in turn, you can link expense contracts.

This chapter contains the following sections:

Section 3.1, "Document Code Maintenance" Section 3.2, "Vendor Maintenance" Section 3.3, "Budget Code Maintenance" Section 3.4, "Budget Details Maintenance"

3.1 Document Code MaintenanceThis section contains the following topics:

Section 3.1.1, "Maintaining Documents and Clauses" Section 3.1.2, "Specifying the Clauses that should be part of the Document"

3.1.1 Maintaining Documents and Clauses

Payments towards the different items of an expense contract are typically made on the basis of documents. Most of these documents are standard and common to any expense contract that you enter into. Therefore, you need not specify the details of the document every time you enter into an expense contract. Instead, you can maintain the details of all documents in the ‘Bills & Collections Document Code Maintenance’ screen.

When creating a product, you only need to indicate the document codes that should be part of the contracts involving the product. All the details maintained for the document will be automatically picked up. This reduces your effort, as you do not need to enter the contents of the document each time you use it.

Further, all contracts involving a product will acquire the document specifications. During contract processing, however, you can choose to ignore the default document list altogether, or modify the default list of documents suitably.

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You can invoke the ‘Bills & Collections Document Code Maintenance’ screen from the Application Browser by typing ‘BCDDOCCD’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

Document code In Oracle FLEXCUBE, every document that you maintain is identified by a unique code called a Document Code.

While creating a product, or at the time of entering the details of an expense contract, you only need to specify the code assigned to the document. The document details will be automatically picked up and defaulted.

Document TypeYou can classify the document you are maintaining into any of the following types:

Transport Insurance Invoice Claim Others

Validate Shipping GuaranteeCheck this field if you want to validate the shipping guarantee.

Language CodeSpecify the language of the document description. Click the adjoining option list to select a valid language code..

Document Short Description The documents that can be part of an expense contract are sometimes large and hence difficult to identify. Therefore, you can specify a short description or a title that will enable you to identify the document quickly.

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The short description that you specify is for information purposes only and will not be printed on any customer correspondence.

Document Long DescriptionAfter you specify a code to identify the document, you can proceed to maintain the description of the document. The description of the document is printed on the applicable advices generated for a contract. This will be in the language specified for the document.

Once the document code is stored, the description of a document can be edited only through the ‘Document Codes Maintenance’ screen. However, you can view the description of a document code when you are linking it to a product or contract.

3.1.2 Specifying the Clauses that should be part of the Document

For each document, you can specify several clauses. A clause is a statement that should be included in the document. The clauses that you specify for a document will automatically be included in the document.

To specify the clauses that should be part of a document, click add row icon. Identify the Clause Code in the Clause Code field. (Only clauses maintained in the Clause Code Maintenance screen will appear on the picklist in this field.) To add another clause to a document, click add row icon again.

To remove a clause specified for a document, click delete row icon.

3.2 Vendor MaintenanceTypically, you would enter into expense contracts with a standard set of vendors. Therefore, you need not specify the details of the vendor every time you enter into an expense contract. You can maintain the details of all the vendors with whom you deal in the ‘Vendor Maintenance’ screen.

When processing a contract, you only need to indicate the Vendor ID. All the details maintained for the Vendor will automatically be picked up. This reduces your effort, as you do not need to enter the details of the vendor every time you enter into a contract.

If the Vendor you are maintaining is a customer of your bank with a valid CIF ID, you can specify the Customer ID as the Vendor Code. In this case, the settlement and other details maintained for the customer will automatically default when you enter into an expense contract with the vendor.

Further, in the ‘Vendor Maintenance’ screen, you can blacklist vendors. Your staff cannot enter into contracts with vendors that you have blacklisted. This guards against entering into unviable contracts.

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You can invoke the ‘Vendor Maintenance’ screen by ‘XPDVNDMT in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

In this screen, you can maintain the following details for a Vendor:

Vendor CodeSpecify the vendor code here, to uniquely identify the vendor.

Is Vendor a CustomerCheck this box to indicate that the vendor is a customer of the bank.

Short and Long DescriptionsYou may provide short (brief) and long (detailed) descriptions of the vendor whose details are being maintained here.

Vendor Address 1-4Enter the address of the vendor here.

CountrySpecify, using the adjoining list, the country from which the vendor operates.

Phone and FaxEnter here the phone and fax numbers of the vendor.

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Blacklisted InformationIf the vendor is a blacklisted vendor, then check the ‘Vendor is Blacklisted’ box. Additionally, specify the ‘Reasons for Blacklisting’

Once a vendor is recorded as blacklisted, you cannot enter into contracts with them. This guards against accidentally entering into unviable contracts.

Stock DetailsUnder the ‘Stock Details’ section, you can specify whether the vendor is an inventory supplier or not. If the vendor is an inventory supplier then you can record the list of stocks that can be serviced by the vendor.

For more details on the Stock Details section, refer the Instruments Inventory Tracking manual.

3.3 Budget Code MaintenanceIn Oracle FLEXCUBE, you can define unique budget codes and maintain budget details for each code. These details would include the budget limit, the financial year for which the budget is being calculated etc. Based on the limit defined and the amount expended, the system will automatically calculate the utilized amount and the available balance for a fiscal year, under a specific budget code. This facility will enable you to monitor the expenses incurred at your branch.

You can invoke ‘Budget Code Maintenance’ screen by typing ‘XPDBCODM’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

In this screen, you can capture the following detail:

Budget CodeYou can capture a code that will uniquely identify the budget throughout the system. The code can consist of a maximum of ten characters and can be a combination of alphabets and numbers.

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Budget Description You can also capture a brief description of the budget code being defined. The description will further help you in identifying the type of budget. The description can consist of a maximum of 35-alphanumeric characters.

3.4 Budget Details MaintenanceFor each budget code defined through the ‘Budget Code Maintenance’ screen, you have to maintain budget details such as the budget limit, the fiscal year for which the budget tracking would be done, the name of the branch etc.

You can maintain budget details through the ‘Budget Maintenance’ screen by typing ‘XPDBDMNT’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

You can maintain the following details in this screen:

Branch CodeYou can maintain budget details for the current branch alone. The code of the current branch will be displayed here.

Financial YearSelect the fiscal year for which the budget details are being maintained. You can select the relevant year from the option-list provided.

Budget CodeAll the budget codes maintained at your branch through the Budget Code Maintenance screen will be available in the option-list provided. Select the appropriate code from this list.

Budget DescriptionUpon selection of the budget code, the associated description will be displayed alongside.

Debit TurnoverHere, you have to define the limit up to which your branch can utilize towards expenses, under the selected budget code. This value will be stored in the local currency of your branch. The currency code will be displayed alongside.

UtilizationThis field will indicate the total amount utilized under a budget code for the given financial year. Oracle FLEXCUBE will automatically update the amount utilized as and when an expense contract is booked in the system.

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AvailableThe value in this field will indicate the total amount available under a budget at any given point of time. This value is also automatically updated by the system. The available balance will be calculated as follows:

Available = Turnover – Utilized

Note

You can track the budget by associating a budget code at the time of booking an expense contract. During the booking of an expense contract, the system will check whether you have maintained the budget details for the associated budget code for the fiscal year of the transaction date of the contract. If the details are not maintained, the system will not allow you to proceed with the booking of the contract.

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4. Defining Attributes Specific to an XP ProductIn this chapter, we shall discuss the manner in which you can define attributes specific to an XP product.

This chapter contains the following sections:

Section 4.1, "Expense Processing Product Definition"

4.1 Expense Processing Product DefinitionThis section contains the following topics:

Section 4.1.1, "Maintaining Expense Processing Product Details" Section 4.1.2, "Preferences Button" Section 4.1.3, "Customer Button" Section 4.1.4, "Documents Button"

4.1.1 Maintaining Expense Processing Product Details

You can create an XP product in the XP Product Definition screen, invoked from the Application Browser. In this screen, you can enter basic information relating to a XP product such as the Product Code, the Description, etc.

You can invoke ‘XP Product Definition’ screen by typing ‘XPDPRMNT’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

In this screen, you can enter basic information relating to a XP product such as the Product Code, the Description, etc.

For further information on the generic attributes that you can define for a product, please refer the following Oracle FLEXCUBE User Manuals under Modularity:

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Product Definition User Defined Fields Settlements

Specifying Product Details

Product CodeA product code identifies a product throughout Oracle FLEXCUBE. This code should be four characters in length. When defining a new product, you should enter a code that is unique across the different modules of Oracle FLEXCUBE.

DescriptionIt may be difficult to recognize a product just by its code. In the Description field, therefore, suitably describe the product code so that it can be easily identified. This description will be displayed along with the code throughout Oracle FLEXCUBE.

Product ModuleBy default, the system will display ‘XP’ as the product module.

DescriptionBy default, the system will display ‘Expense Processing’ in this field.

Product TypeProduct categories are referred to as ‘product types’. When you create a product, you must specify the type to which it belongs. Indicate the type to which the product you are creating belongs. Click the adjoining icon and select a product type from the option list. The option list will contain all the product types maintained at your bank.

DescriptionThe description maintained for the selected product group is displayed.

Product SloganEnter a punch line for the product. This slogan will be printed on the advices sent out to vendors involved in contracts entered under the product.

Product GroupEvery product should be classified under a specific group. Indicate the group to which the product you are creating belongs. Select a product group from the option list. The option list will contain all the product groups maintained at your bank.

DescriptionThe description maintained for the selected product group is displayed.

Start DateA product can be used over a period. Here you should indicate the start date of the period.

The settlement date of contracts associated with the product should be the same as or later than the Start Date you specify for the product.

The start and end date of a product come in handy, when you define a product that is applicable for a specific period.

End DateA product can be used over a period. Here you can indicate the end date of the period.

The settlement date of contracts involving a product should be:

the same as or later than the Start Date

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the same as or earlier than the End Date of the product

If you do not specify an End Date, a message is displayed prompting you to indicate whether you are creating an open-ended product. In this case, the product can be used until it is closed.

RemarksEnter additional information about the product intended for the internal reference of your bank. Your remarks will not be printed on any correspondence with the vendor.

Specifying Exchange Rate Variance Details

Override LimitFor a special customer, or in special cases, you may want to use an exchange rate (a special rate) that is greater than the exchange rate maintained for a currency pair. The variance is referred to as the Exchange Rate Variance.

When creating a product, you can express an Exchange Rate Variance Limit in terms of a percentage. This variance limit would apply to all contracts involving the product.

Stop LimitFor a special customer, or in special cases, you may want to use an exchange rate (a special rate) that is greater than the exchange rate maintained for a currency pair. The variance is referred to as the Exchange Rate Variance.

When creating a product, you can express an Exchange Rate Variance Limit in terms of a percentage. This variance limit would apply to all contracts involving the product.

Rate CodeSelect the rate code from the drop down list. The available values are:

Mid Rate Buy / Sell Rate

Rate TypeSpecify the Rate Type. Typically, the rate type is Standard.

4.1.2 Preferences Button

Preferences are the attributes defined for a product that can be changed for contracts involving the product. You can define the preferences for a product in the ‘Expense Processing - Preferences’ screen. Click ‘Preferences’ in the ‘Expense Product Definition’ screen to invoke the ‘Expense Processing - Preferences’ screen.

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By default, an expense contract acquires the attributes defined for the product with which it is associated. However, the attributes that are defined as the product’s ‘preferences’ can be changed for a contract.

By default, the product code along with a brief description that you specified for the product in the ‘XP Product Definition’ screen is displayed in the ‘Product Code’ field.

The following are the preferences that you can define for a product.

Specifying the Tenor Details

The standard tenor for a product is always expressed in days and will apply to all contracts involving the product. If you do not specify the tenor of a contract while capturing it, the standard tenor defined for the product will apply. However, the standard tenor can be changed during contract processing.

Indicating Preference for specifying Contract Level Expense GLs

This option which is set at the product level once chosen cannot be amended after the first time it is authorized. If you enable this option, you have to mandatorily specify the GL heads for various items captured in the items details screen of the contract at contract level. If a single vendor provides multiple services to your bank but different expense heads need to be charged, you will have to check against this field.

Indicating the Contract Details to be Rekeyed

All contracts entered in the system should be ratified or ‘authorized’ by a user with the requisite rights.

To ensure that the authorizer of a contract calls the correct contract, you can specify that the values of certain fields should be entered before the other details of the contract are displayed for authorization. You can make this specification when building a product by choosing the Rekey option. Your specification will apply to all contracts involving the product.

The fields for which values have to be provided at the time of authorization are called rekey fields. You can specify any or all of the following as re-key fields:

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Amount Currency Vendor Transaction Date Maturity Date

If you do not specify re-key fields, the details of the contract will be displayed immediately when the authorizer calls the contract for authorization.

Specifying the Default Exchange Rate Type

When defining a product, you can specify a default ‘exchange rate type’. For example, you can specify the exchange rate type as ‘Spot Rate’. This rate type will default to all contracts involving the product.

When you enter an expense contract, the exchange rate (maintained in the currency table) corresponding to the Exchange Rate Type specified for the product will default.

Limits Monitoring

When defining your preferences for a product, you should specify the method in which you would like to calculate the tenor for tracking limits for contracts involving the product.

The tenor calculation type can be either:

Fixed Rolling

A Fixed tenor implies that a contract will be tracked by the appropriate credit line throughout its tenor. If you specify a Rolling tenor, a contract will be tracked under the appropriate lines, according to its diminishing tenor.

Specifying the Payment Mode

You have to specify the mode of payment based on which the booking amount will be paid to the vendor. This specification will get defaulted to all contracts booked under the product. The following options are available:

Automatic - If the payment mode is automatic, the system will automatically trigger the payment on the payment date as specified at the time of capturing the contract details.

Manual – In the manual mode, you have to make the payment manually using the ‘Pay-ment’ screen.

Based on the payment mode, the system will process the payment in the following manner:

Automatic ProcessingAs stated above, in this type of payment, the system will make an auto payment of the booking amount when you book an expense contract. The payment will be triggered automatically on the payment date maintained at the contract level. By default, the current system date will be the payment date but you have the option to specify a future date also. If you specify a payment date that is less than or equal to the current system date, the system will automatically trigger the XPMT (Expense Payment) event immediately after the XBOK (Expense Booking) event.

As the XPMT event indicates a complete payment to the vendor, the system will mark the contract status as ‘Liquidated’ immediately after this event.

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Note

The payment date specified at the contract level will undergo a holiday check as per the ‘Local Holiday Calendar’ maintained for your branch. If the payment date falls on a holiday, the system will generate an override message to indicate the same.

Manual ProcessingIn the manual mode of payment, at the time of booking the contract, the system will park the expense entries in provisional/temporary GLs. You will be required to make the payment manually through the ‘Payment’ screen.

Note

If the mode of payment is manual, you will not be allowed to capture the payment date at the contract level.

Batch processing for Auto paymentYou have to execute the auto payment batch process at the beginning of each day to process all contracts having payment mode as ‘Auto’. This batch will process all pending payments as per the specification maintained for the branch. If you have specified the ‘Processing Till’ as ‘Today’ (in the Branch Parameter Maintenance screen), the system will process all pending payments for the current date alone. If the value is maintained as ‘Next working day-1’, the batch process will pick up all active contracts falling within the current date and the day before the next working date.

For instance, let us assume that the current date is 1st January 2002 and the next working day is maintained as 4th January 2002 (2nd and 3rd being holidays). Further, the ‘Processing Till’ date is specified as ‘Next working date –1’. The BOD batch process will pick up all the contracts pending payment for the period 1st Jan 2002 to 3rd Jan 2002.

The system will then trigger the XPMT event for all the selected contracts to indicate full payment. The contract status will be updated to ‘liquidated’.

Maintaining Budget Tracking Preferences

Oracle FLEXCUBE provides you with the facility to track the budget expended towards the booking amount when processing expense contracts at your branch for a given financial year. The system will track the budget against the financial year within which the transaction booking date falls. You will not be allowed to change the booking date after the authorization of the contract. Irrespective of the date of operation on the contract, the system will track the budget against the budget code that you associate during the booking of an expense contract. Budget tracking will always be done in the local currency of the branch. Foreign currency amounts will be converted to the local currency equivalents using the conversion rates maintained at your branch.

To enable this feature; you have to maintain the budget tracking details at the time of defining the preferences for an expense product.

Budget Tracking RequiredThe system will track the budget for the booking amount only if you enable this option. This specification will be defaulted to all the contracts booked under the product. However, you can change it at the contract level.

If you opt for budget tracking, you will have to indicate the budget code and the tracking event as well.

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Budget CodeYou have to indicate the budget code under which the tracking should be done. All the budget codes defined through the Budget Code Maintenance screen will be available in the option-list provided. You can select the appropriate code from this list. The selected code will be associated will all contracts processed under this product. However, you have the option to select a different budget code at the contract level.

Note

This field will be enabled only if the ‘Budget Tracking Required’ option is selected.

Tracking EventYou have to specify the event for which the budget for the booking amount should be tracked. The following options are available:

Booking Payment

Note

This field will be enabled only if the ‘Budget Tracking Required’ option is selected.

Depending on the tracking event that you select, the system will track the budget as explained below.

Booking

If you select the track event as ‘Booking’, the system will track the booking amount at the following events:

Booking of the contract (XBOK) Contract amendment (XAMD) Deletion of the contract Contract reversal

During the XBOK event, the system will debit the expense GL for the booking amount. Consequently, the utilized amount will increase and the available balance will decrease under the selected budget code.

At the time of contract amendment, if you increase the amount, the expense GL will be debited for the amount incremented. Similarly, if there is a decrease in the amount, the system will credit the expense GL for the amount reduced. In both the cases, the system will update the utilized amount accordingly.

Deletion and reversal of the contract will result in a decrease in the utilized amount. Consequently, there will be an increase in the available balance.

Payment

If the track event is selected as ‘Payment’, the system will track the amount paid to the vendor. The tracking will be done against the budget for the following events:

Booking of payment Deletion of unauthorized payment Reversal of payment

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4.1.3 Customer Button

Just as you can maintain branch and currency restrictions for a product, you can maintain a list of blacklisted vendors. You can specify vendor restrictions for a product in the ‘Vendor Restrictions Details’ screen. To invoke this screen, click ‘Customer’ in the ‘XP Product Definition’ screen.

By default, the product code along with a brief description that you specified for the product in the ‘XP Product Definition’ screen is displayed in the ‘Product Code’ field.

To specify the vendor IDs that you would like to disallow, identify the vendor that you would like to disallow in the ‘Vendor Identification’ field. (Only vendors you have maintained in the ‘Vendor Maintenance’ screen will appear on the option list in this field.) To add another vendor to the list, click add button again.

Click delete button to delete the highlighted vendor on the list.

4.1.4 Documents Button

Payments towards the different items of an expense contract are typically made on the basis of documents. When creating a product, you can indicate the documents that should be part of the contracts involving the product. Invoke the ‘XP Product Document Codes’ screen, to

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make this specification. Click ‘Documents’ in the ‘XP Product Definition’ screen to invoke the screen.

By default, the product code along with a brief description that you specified for the product in the ‘XP Product Definition’ screen is displayed in the ‘Product Code’ field.

Your specifications in this screen will default to all contracts involving the product. When processing an expense contract, however, you can choose to ignore the default altogether, or modify the default list of documents suitably.

To specify the documents that should accompany expense contracts involving the product, identify the document code in the ‘Document Code’ field. (Only documents maintained in the ‘Document Maintenance’ screen will appear on the option list in this field.) To add another document to the list, click add row icon again.

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5. Processing an Expense ContractYou can capture the details of an expense contract in the ‘Expense Processing Contract Detailed’ screen. Before we proceed to discuss the details of the screen, we shall briefly recall the workflow in the XP module.

First of all, you maintained the Vendors you deal with and the Documents that should accompany an expense contract in the ‘Vendor Maintenance’ screen and the ‘Bills & Collections Document Code Maintenance’ screen, respectively. This information is used when defining an Expense Product.

Products help you group together or categorize expense contracts which share broad similarities. Under a product you have defined, you can enter specific expense contracts. By default, a contract inherits the attributes of the product to which it is associated. This means that you do not have to define the attributes that default from the product every time you input a contract involving the product.

You can capture the payments made against the different items of a contract in the XP Payments screen.

This chapter contains the following topics:

Section 5.1, "Expense Processing Contract" Section 5.2, "Payments for an Expense Contract"

5.1 Expense Processing ContractThis section contains the following topics:

Section 5.1.1, "Invoking the Contract Screen" Section 5.1.2, "Contracts Tab" Section 5.1.3, "Documents Tab" Section 5.1.4, "Advices Tab" Section 5.1.5, "Asset Details Button" Section 5.1.6, "Events Button" Section 5.1.7, "Refund Button"

5.1.1 Invoking the Contract Screen

You can invoke the ‘Expense Processing Contract Detailed’ screen from the Application Browser. To enter the details of a fresh contract, click on New from the Actions Menu, or ‘New’ icon in the toolbar. The XP contract screen with no values in the fields will be displayed.

If you are calling a contract that has already been created, click on ‘Summary’. The details of the contracts that you have entered will be displayed in a tabular form. From the summary screen, you can open an existing contract by double clicking on it.

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You can invoke ‘Expense Processing Contract Detailed’ screen by typing ‘XPDTRONL’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

The Contract Details screen is divided into three convenient sub-screens, each invoked by clicking on a tab. The sub-screens are:

The Contract Main screen The Contract Document screen The Contract Advice screen

5.1.2 Contracts Tab

In the Contract Main screen, you can capture the basic details of the contract you are entering.

Specifying the Vendor

Vendor IdYou must, first of all, specify the vendor with whom you are entering into the expense contract. A list of vendors is maintained in the ‘Vendor Maintenance’ screen. You can only enter into contracts with vendors who are not blacklisted.

Vendor DescriptionA brief description of the vendor you specify, as entered in the ‘Vendor Maintenance’ screen, will be displayed for your reference.

Specifying the Credit Terms

Initiation DateSpecify the date on which the contract is initiated. Click the adjoining calendar button to specify the date.

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Maturity DateSpecify the maturity date of the contract. Click the adjoining calendar button to specify the date.

Invoice Credit PeriodSpecify the Credit Period, as specified in the Invoice, if any.

Interest RateEnter the penalty Interest Rate that should be levied on the outstanding contract amount in case of default.

The specified penalty interest will be levied on completion of the Invoice Credit Period. The interest will be levied for the entire tenor of the contract.

Specifying the Limit Details

Limits Tracking RequiredCheck this option if you would like to track the expense contract you are capturing under a credit line.

Credit LineIf you opted to track the contract you are entering under a credit line, identify the Credit Line here. Choose the ID of the Credit Line from the option list.

Entering the Amount

AmountEnter the total amount of the expense contract.

CurrencyIn case of a cross-currency contract, specify the currency of the contract.

Conversion RateIn case of a cross-currency contract, specify the conversion rate that should be used.

Amount in LCYUsing the conversion rate specified, the amount in local currency will be displayed for your reference.

Outstanding AmountThe system also deducts all payments that you have made to the vendor towards delivery of different items on the contract, and displays the outstanding amount.

Total Refund AmtThe system will display the total of all the refunds made for a contract.

The other Details

In addition to these details, you can specify the following details:

Payment ModeYou have to indicate the mode of payment based on which the booking amount will be paid to the vendor. This specification will get defaulted from the product under which the contract is being booked. However, you have the option to change it at the contract level. The following payment options are available:

Automatic - If the payment mode is automatic, the system will automatically trigger the payment on the payment date as specified at the time of capturing the contract details.

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Manual – In the manual mode, you have to make the payment manually using the ‘Pay-ment’ screen.

Payment Date If you have maintained the payment mode as ‘Automatic’, you have to maintain the payment date also. The system will automatically process the payment on the date that you specify here.

The payment date will undergo a holiday check as per the ‘Local Holiday Calendar’ maintained for your branch. If the payment date falls on a holiday, the system will generate an override message to indicate the same

Note

If the mode of payment is manual, you will not be allowed to capture the payment date at the contract level.

The system will process the payment based on the payment mode and the payment date.

For more details on payment processing, refer the Products chapter of the XP User Manual.

Ordered BySpecify the names of your officers who ordered the purchase of the goods/services respectively.

Approved BySpecify the names of your officers who authorized the purchase of the goods/services respectively.

Product/ServiceSpecify a brief description of the produce/service underlying the expense contract.

Specifying Budget Details

Budget Track RequiredThe system will track the budget for the booking amount only if you enable this option. This specification will be defaulted from the product under which the contract is booked. However, you can change it at the contract level.

Budget You have to indicate the budget code under which the tracking should be done. This specification will also be defaulted from the product associated with the contract. However, you have the option to select a different budget code at the contract level. The budget codes defined through the Budget Code Maintenance screen will be available in the option-list provided. You can select the appropriate code from this list.

Note

This field will be enabled only if the ‘Budget Tracking Required’ option is selected.

Refer the Products chapter of the Expense Processing User Manual for information on maintaining budget codes and budget details.

Validations performed for budget tracking are given below:

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At the time of booking an expense contract, the system will check whether you have maintained the budget details for the associated budget code for the fiscal year of the transaction date. If the details are not maintained, the system will not allow you to book the contract.

If the available balance under a budget code falls below the amount being disbursed or paid, the system will generate an appropriate override message to indicate the same.

The system will track the budget for a contract against a single budget code that is ini-tially associated with the contract throughout the life cycle of the contract, irrespective of the fiscal year during which the operation is performed. If the operation falls in a dif-ferent fiscal year, the system will display a override message.

An override message will be displayed if an operation leads to negative utilization or negative availability under a budget code.

Credit Terms

Fund IdThe fund Id will be visible only if the current branch is a fund branch. Select the Fund Id from the option list. The settlements processing is enabled only if ‘Allow Corporate Access’ is checked in the Branch Parameters – Detail View screen.

If ‘Allow Corporate Access’ is not checked, then the settlement account would be the fund bank accounts linked to fund id.

If ‘Allow Corporate Access’ is checked, then the settlement account is fetched from the settlement instruction maintenance for the counterparty.

5.1.3 Documents Tab

An expense contract is normally accompanied by certain standard documents of the following types:

Transport Insurance Invoice Any other

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You can capture the details of these documents in the XP Contract screen. Click ‘Document’ on the ‘Expense Processing Contract Detailed’ screen.

All the documents specified for the product to which the contract is linked will default to this screen. You can add to or delete documents to this default list. To add a document for the contract you are processing, click add row icon button,. Select the code of the appropriate document from the list of document codes maintained in the ‘Documents Maintenance’ screen. The description of the document will be displayed in the Description field.

To delete a document that is not required for the contract you are processing, highlight the document code and click delete row icon button.

For each document that you specify, you have to maintain the following details:

The Document Reference and Date The Covering Letter Reference and Date

5.1.4 Advices Tab

The advices that can be generated for the different events in the lifecycle of a contract are defined for the product to which the contract is linked. For example, you may have specified the following advices for an XP product:

Booking Advice Payment Advice Amendment Advice

These advices will default to contracts associated with the product.

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From the ‘Expense Processing Contract Detailed’ screen, click ‘Advice’ tab. The advices screen is displayed. The advices that are defined for the product, for the event you are processing, will be displayed. You can choose to suppress any of these advices.

The address of the vendor to whom the advice is addressed to will be picked up by default, based on the media and address maintenance for the vendor. You can change this.

For a payment message by SWIFT, you can indicate a ‘priority’.

MediumThe medium by which an advice is transmitted and the corresponding address will be picked up based on the media and address maintained for the vendor.

You can, however, change either of these while processing the contract.

PriorityFor a payment message by SWIFT, you can change the ‘priority’ of the message from ‘Normal’ to ‘Medium’ or ‘High’. By default, the priority of all advices is marked as ‘Normal’.

SuppressBy default, all the advices that have been defined for a product will be generated for the contracts involving it. If any of the advices is not applicable to the contract you are processing, you can suppress its generation by ticking the suppress field.

5.1.5 Asset Details Button

A contract can have several items towards which you would incur an expense. You can record the value of each item on a contract in the ‘Expense Processing Items’ screen. You can invoke

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this screen by clicking Asset Details button in the ‘Expense Processing Contract Detailed’ screen.

Individually, you can enter the following details for the different items on the contract:

A Description of the item The Quantity of the item. In the case of services, this would contain the value ‘1’.

– Specifying GL Heads. You have to enter the Expense GL’s for individual items / ser-vices GL Heads. GL Head input at contract level is mandatory if the Product level ‘Contract Level Expense GL’s option is set to Yes and if ‘Contract Level Expense GL’s’ option is set to No at Product level this field will be disabled in the Contract input

– Expense processing would be done using the GL’s specified in the contract. Default Product Level GLs The Total Value of the item. In the case of services, this would be the total value of the

service. In the case of goods, the system checks that cumulative value of the items must not exceed the total contract amount mentioned in the XP Contract Details screen.

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5.1.6 Events Button

The ‘Event Details’ screen of contract processing shows the details of the accounting entries generated for a contract. Click ‘Events’ in the ‘Expense Processing Contract Detailed’ screen.

The details of events that have already taken place on the contract will be displayed, along with the date on which the event took place.

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5.1.6.1 Accounting Entry Button

In this screen, you can view the accounting details for a specific event in the life cycle of an expense contract. To invoke the ‘Accounting Entries’ screen, click ‘Accounting Entries’ in the ‘Event Details’ screen.

The following information is provided for each event:

Branch Account Currency Amount Tag FCY Amount Rate LCY Amount Debit/Credit Transaction Date Value Date All the overrides that were given for the event.

Click Exit button to go back to the screen from where you invoked the Accounting Entries screen.

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5.1.7 Refund Button

You can view the details of individual refunds processed for an expense contract. To invoke the ‘Refund Details’ screen, click ‘Refund’ button in the ‘Expense Processing Contract Details’ screen. The screen is displayed below:

For details relating to Charges and Settlements, please refer the Charges and Settlements user manuals.

5.2 Payments for an Expense ContractThis section contains the following topics:

Section 5.2.1, "Maintaining Expense Processing Payment Details" Section 5.2.2, "Settlement Button" Section 5.2.3, "Deleting Payments" Section 5.2.4, "Authorizing Payments" Section 5.2.5, "Unlocking a Contract" Section 5.2.6, "Processing a Refund or Reversing of an Expense Contract"

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5.2.1 Maintaining Expense Processing Payment Details

You can enter payments made towards an expense contract in the ‘Expense Processing Payment’ screen. You can invoke this screen by typing ‘XPDPMNT’ in the field at the top right corner of the Application tool bar and clicking the adjoining arrow button.

The following operations can be performed on a payment, through the Expense Processing Payments screen:

Input of payments Deletion of payments Reversal of payments

Reference NumberYou shall specify the reference number of the expense contract in respect of which you are entering payment.

On entering the reference number of the expense contract in the ‘Expense Processing Payments’ screen, the following details will be displayed on the screen:

The vendor involved in the expense contract The currency of the expense contract The status of the contract The total outstanding amount as of the Value date (the date on which the payment is

being made) The version of the contract (it is, the number of times the contract has been modified) The total outstanding retention amount in respect of the vendor, as on the date of pay-

ment If the contract involves an advance to the vendor for goods or services to be delivered,

the total advance amount due is displayed.

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The net amount paid by the vendor

Entering Payment Details for the Contract

You must enter the following details for the payment:

The total amount being paid to the vendor towards the dues in respect of the expense contract. This amount is apportioned to the items for which the expense was occurred, as applicable. When you specify the amount being paid, the amount liquidated towards each item is displayed in the Payment Breakup section.

Part of the amount being paid can be retained, or treated as advance payment for items that are to be delivered. If so, you can record the ‘Retention Amount’ and the ‘Advance Amount’, if any, in the respective fields in this screen.

The service (or product) in respect of which the expense was incurred, towards which the payment is being made

The value date of the payment. The Value date here is the date on which the liquidation entries will be passed for the contract.

The amount being paid to the vendor towards a penalty interest on the contract, if any If the contract involves an advance to the vendor for goods or services to be delivered,

you can specify the advance amount being paid (Advance Amount) If you wish to retain any portion of the payment being made to the vendor, you can spec-

ify the retention amount (Retention Amount) The portion of the outstanding retention amount that is being paid to the vendor through

the payment you are recording. The discount (flat amount) on the payment, if any, if allowed in the terms of the contract.

This amount is deducted from the amount being paid to the vendor. If you are liquidating advance paid out to the vendor on receipt of goods or services, you

can specify the paid advance amount that you are liquidating. Any appropriate remarks, if any

Contract Item Details Displayed by the System

The system also displays the items of the contract, towards which the expense has been incurred, along with the following details for each item:

A description of the item The quantity of the item The total value of the item The total amount paid towards the item The current amount paid towards the item Delivery Status

5.2.2 Settlement Button

When the contract and the accounts for payment are in different currencies, you may enter the Foreign Exchange rate for conversion, in the Settlements screen. If the customer account was not defined at the time of contract input, you will have to specify an account, at the time of payment, through the Settlements screen.

The payment accounts can also be changed at the time of payment. The new payment accounts will only be used only for that particular session, of the payment function.

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To invoke the Settlements service from the payments function, click ‘Settlement’ button in the ‘Expense Processing Payments’ screen.

In this screen,

The currency (of the contract components) and the branch will be displayed. You can change the payment account. You can specify the exchange rate, if the Settlement Account Currency is different from

the contract currency.

For further details, refer ‘Settlements’ User Manual.

5.2.3 Deleting Payments

Payments made using the payments function, can be deleted before the payment is authorized.

All the entries passed during the payment will also be deleted. All the schedules will be restored to the original status. In short, the prepayment status of the contract will be restored.

From the Actions Menu, choose Delete or click delete icon in the toolbar. You will be prompted to confirm the deletion. Once you confirm it, all the entries that have been saved, but not authorized, will be deleted.

5.2.4 Authorizing Payments

You can invoke this function from the Application Browser. Enter the Reference number, the Value date of the payment and the amount paid (of those payments that you want to authorize). The payment details are displayed, along with the overrides and an authorization will be sought. If you choose not to authorize the payment, the authorization screen will be dismissed.

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5.2.5 Unlocking a Contract

If you want to change the details of an authorized contract, you can unlock the contract by selecting the ‘Unlock’ option from the Actions Menu, or click unlock button in the toolbar. The ‘Amend’ screen will be displayed.

Using the above screen, you can either write-off or amend the contracts details.

For further details, refer ‘Common Operations’ chapter in the Procedures user manual.

5.2.6 Processing a Refund or Reversing of an Expense Contract

In Oracle FLEXCUBE, you can choose to process refunds for an expense contract. This would result in a decrease in the utilization of the budget. Consequently, the available balance will be incremented under the budget code that is associated with the contract. However, you are allowed to process refunds for liquidated expense contracts only.

Note

Only fully liquidated contracts are available for refund.

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You can process a refund for a contract by using the ‘Reverse’ option from the Actions Menu, or click ‘Reverse’ icon in the toolbar. The ‘Reverse/Refund’ screen is displayed.

5.2.6.1 Refunding the Contract

For refunding the contract, select ‘Refund’ option and click ‘Ok’ button. The following screen will be displayed:

The system will display the following details in this screen:

The reference number of the contract The currency of the contract The budget code associated with the contract

In addition to the above details, you have to indicate the following:

Refund Value Date This is the date on which the refund will become effective in the system. Accordingly, on this date, there will be a decrease in the amount utilized under the budget code and an increase in the available balance.

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Refund AmountThis is the amount to be refunded for an expense contract. The refund amount is expressed in the contract currency. Further, the System checks the refund amount against the total amount of the expense contract and the amount already refunded under the contract. The system displays an override message if the total of all the refunded amounts exceeds the contract amount.

If the contract currency is different from local currency of the branch, the System converts the refund amount to the local currency equivalent by using currency conversion rates maintained for the branch. The LCY equivalent will be used to decrease the utilization of the budget code and accordingly increase the available amount.

Note

The system will display an error message if you do not process a refund in the same finan-cial year in which contract is booked.

Refund Exchange RateYou can specify the exchange rate which is used to arrive at the LCY equivalent for budget tracking and accounting if the contract currency is different from the local currency of the branch.

5.2.6.2 Reversing Payments

You can reverse authorized payments on an expense. For reversing the contract, select ‘Reverse’ option in the ‘Reverse/Refund’ screen and click ‘Ok’ button. In the Expense Payment Processing screen, to reverse a payment, you must specify the Contract Reference Number. Enter the Amount Paid and then click on Reverse in the Processing sub-menu of the Actions Menu. The system reverses all the accounting entries passed during the payment that was processed earlier in respect of the contract, and updates the status of the payment as "Reversed".

The following details will be displayed in this screen:

The date on which the refund details were maintained The date on which the refund became effective in the system The refund amount

5.2.6.3 Maintaining Accounting Entries for Refund Processing

The XRFD (Refund) event will be triggered when you process a refund in the system.

For details about the accounting entries associated with the XRFD event, refer the Appendix A - Accounting Entries and Advices for the Expense Processing module, in this user manual.

For a complete list of events, accounting roles, amount tags and event-level accounting entries applicable for an expense contract, refer the Appendix A - Accounting Entries and Advices for the Expense Processing module, in this user manual.

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6. ReportsInformation about the expense processing can be retrieved as a report.

When you seek information in the form of a display, on the basis of certain parameters, you generate a ‘report’. Typically, you would ‘query’ the system to provide your customer with immediate information.

This chapter contains the following sections:

Section 6.1, "Expense Processing Report"

6.1 Expense Processing ReportThis section contains the following topics:

Section 6.1.1, "Generating Expense Processing Report" Section 6.1.2, "Contents of the Report"

6.1.1 Generating Expense Processing Report

The Expense Processing report provides expense processing details. You can invoke the screen by typing the code ‘XPRPRETR’ in the field at the top right corner of the Application tool bar and click on the adjoining arrow button.

You can specify the following parameters here:

Selection Criteria

You can specify the following parameters:

Product Code

ProductSpecify a valid code of the product for which you want to generate a report from the adjoining option list.

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Value Date

From Value DateSpecify a valid value date from when you want to generate a report from the adjoining calendar.

To Value DateSpecify a valid value date till when you want to generate a report from the adjoining calendar.

Currency

Currency CodeSpecify a valid code of the currency for which you want to generate a report from the adjoining option list.

Vendor

VendorSpecify vendor for which you want to generate a report from the adjoining option list.

6.1.2 Contents of the Report

The parameters specified while generating the report are printed at the beginning of the report. Other content displayed in the report is as follows:

HeaderThe following details are displayed in the header section:

Body of the ReportThe following details are displayed as body of the generated report:

Field Name Field Description

Branch Indicates Branch Code and Branch Name

Branch Date Indicates Current Date of the Branch

User ID Indicates User ID

Date & Time Indicates the Date and Time when the report was generated

Module Indicates module for which report is generated.

Field Name Field Description

Product Code Indicates Product Code

Reference Number Indicates Reference Number

Currency Indicates Currency code

Contract Amount Indicates Amount of the contract

Start Date Indicates Start Date

End Date Indicates End Date

Vendor Code Indicates Vendor code

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Product/Services Details Indicates Product/Services Details

Outstanding Amount Indicates amount outstanding

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7. Annexure A - Accounting Entries and AdvicesThis chapter contains the following sections:

Section 7.1, "Accounting Entries for XP"

7.1 Accounting Entries for XPThis section contains the following topics:

Section 7.1.1, "XP Events" Section 7.1.2, "Amount Tags" Section 7.1.3, "Accounting Roles" Section 7.1.4, "Event-wise Accounting Entries" Section 7.1.5, "Advices"

This section contains details of the suggested accounting entries that can be set up, for the Expense processing module of Oracle FLEXCUBE. The details of the suggested accounting entries are listed event-wise.

7.1.1 XP Events

7.1.2 Amount Tags

The amount tags listed below are hard-coded in Oracle FLEXCUBE.

Sl No. Event Code Event Description

1. XAMD Booking of Expense

2. XBOK Booking of Expense

3. XPMT Liquidation of Expense

4. XPRV Reversal of Payment

5. XREV Reversal of Expense

6. XWRF Write Off of Expense

7 XRFD Refund

Amount Tag Description

XP_ADV_LIQD XP Advance Liquidated in Contract CCY

XP_ADV_PAID XP Advance Paid in Contract CCY

XP_AMT_INCRDECR XP Amount Increased/Decreased in Contract CCY

XP_AMT_PAID XP Amount Paid in Contract CCY

XP_CHG_COLL XP Charges Collected in Contract CCY

XP_CONT_AMT XP Contract Amount in Contract CCY

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In addition to these you can define amount tags as per your requirement for the ICCF and tax components that are attached to a product.

7.1.3 Accounting Roles

The following list contains the accounting roles that are applicable to XP transactions that you can process at your bank.

7.1.4 Event-wise Accounting Entries

In this section we will discuss the suggested accounting entries that should be generated for each event in the life cycle of an XP transaction.

Note

Some of the Amount Tags linked to the Accounting Roles are user defined.

XP_DISC_AMT XP Discount Amount in Contract CCY

XP_INT_AMT XP Interest Amount Paid in Contract CCY

XP_OS_ADV XP Outstanding Advance Amount

XP_OS_AMT XP Contract Outstanding Amt in Contract CCY

XP_OS_RET XP Outstanding Retention Amount

XP_RET_COLL XP Retention Money Collected in Contract CCY

XP_RET_PAY XP Retention Money Paid in Contract CCY

XP_AMT_REFUND Refunded amount

Accounting Role Description

XPCHGEXP Charges collected

XPDISCINC Discounts Received

XPEXPPROV Provision

XPPENEXP Penalty Interest Paid

XPPREPAY Advance (Prepaid)

XPRETPAY Retention Money

XPVENEXP Expense Booking

XPWRITEOFF Write Off Account

XPVENPAY Vendor

XPVENEXP Expense GL

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7.1.4.1 Event - XAMD

7.1.4.2 Event - XBOK

7.1.4.3 Event - XPMT

7.1.4.4 Event - XWRF

Accounting Role Amount Tag Dr./Cr. Indicator

XPVENEXP XP_AMT_INCRDECR DEBIT

XPEXPPROV XP_AMT_INCRDECR CREDIT

Accounting Role Amount Tag Dr./Cr. Indicator

XPCHGEXP XP_CHG_COLL CREDIT

XPVENPAY XP_CHG_COLL DEBIT

XPVENEXP XP_CONT_AMT DEBIT

XPEXPPROV XP_CONT_AMT CREDIT

Accounting Role Amount Tag Dr./Cr. Indicator

XPVENEXP XP_ADV_LIQD DEBIT

XPPREPAY XP_ADV_LIQD CREDIT

XPPREPAY XP_ADV_PAID DEBIT

XPVENPAY XP_ADV_PAID CREDIT

XPEXPPROV XP_AMT_PAID DEBIT

XPVENPAY XP_AMT_PAID CREDIT

XPDISCINC XP_DISC_AMT CREDIT

XPVENPAY XP_DISC_AMT DEBIT

XPPENEXP XP_INT_AMT DEBIT

XPVENPAY XP_INT_AMT CREDIT

Accounting Role Amount Tag Dr./Cr. Indicator

XPWRITEOFF XP_OS_ADV DEBIT

XPPREPAY XP_OS_ADV CREDIT

XPEXPPROV XP_OS_AMT DEBIT

XPVENEXP XP_OS_AMT CREDIT

XPVENEXP XP_OS_RET DEBIT

XPRETPAY XP_OS_RET CREDIT

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7.1.4.5 Event - XFRD

The XRFD (Refund) event will be triggered when you process a refund in the system. The following accounting entries have to be set up for this event:

7.1.5 Advices

NIL

Accounting Role Amount Tag Dr / Cr Indicator

XPVENPAY XP_AMT_REFUND DEBIT

XPVENEXP XP_AMT_REFUND CREDIT

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8. Function ID Glossary

XXPDPMNT .......................5-12

XPDPRMNT ...................... 4-1XPDTRONL ...................... 5-2XPRPRETR ...................... 6-1